This Privacy Notice explains the information practices and policies of Aegisys Cloud Solutions. It describes how we collect, use, and disclose information of: (a) individuals (i.e. employees or other staff users) of business partners or clients (collectively “clients”) that use our managed information technology services; (b) individuals (i.e. employees or other staff users) of any prospective business partners or clients; and/or (c) any visitors to any websites owned by Aegisys (“Aegisys Websites”).
For the purposes of this Privacy Notice, the terms “we”, “us” and “our” refer to Aegisys and “you” refers to you, anyone whose information we process for the purposes above.
This Privacy Notice does not reflect the privacy policies or practices of our clients or any other third party. Aegisys is not responsible for the privacy policies or practices of any client, end-clients of clients or other third party.
I. About Aegisys
We provide managed information technology (“IT”) services and solutions to our clients, including remote monitoring and management, network operations technical support, white label technology help desk services, and backup and disaster recovery management, among others (collectively, the “Services”).
In using our Services, our clients may backup and/or store or otherwise process business or other information or allow us to have access to such information, including Personal Information (defined below) on our Services (“Client Information”). In providing our Services, we process Client Information on behalf of and under the direction and instruction of our applicable client. It is the responsibility of Aegisys client (or its end client if any) to ensure that the Client Information that it collects backups, stores or otherwise processes or allows us to access through the client’s use of Aegisys Services has been legally collected and is processed in accordance with applicable data protection laws.
II. How We Collect, Use, and Share Information
We primarily collect, access, use, and share Personal Information where necessary for us to market and provide Services to our clients and in the ordinary course of running our business, including through the receipt of communications such as emails, website enquiries and telephone calls.
When we say, “Personal Information,” we mean individually identifiable information that alone or when in combination with other information may be used to readily identify, contact, or locate a specific person, such as a name, address, phone number, username, email address, and password, it might also include information such as your IP addresses and/or other online identifiers and information related to your device (see “Cookies or Similar Technologies” section below and https://www.aegisys.com/cookie-usage
Information Collected through Our Services and Aegisys Websites
We may collect information, including Personal Information, in the following ways:
Information That You Provide To Us Voluntarily
General Contact Information. We will collect any Personal Information that you voluntarily provide to us when you visit a Aegisys Website, subscribe for or enquire about any of our Services. For example, if you submit a sales enquiry or subscribe for a newsletter via a Aegisys Website web form or request additional information or contact from Aegisys via email, you will provide us with certain Personal Information, which may include names, company name, address, and email address.
In addition, if you choose to communicate with us via a web form, email, or by telephone, we will keep a copy of our communication together with your email address or phone number and our responses.
Information That We Collect Automatically
Device-related Information. When you visit any Aegisys Website or use our Services, we may also collect device related information from the user’s device, including information such as an IP address, device type, unique device identification numbers, browser-type, broad geographic location (e.g. country or city-level location), the date and time of use of our Services, the date and time of an event on the client’s IT systems, system logs, and technical attributes about the device or a web browser. This information enables us to better understand use of our Aegisys Websites and Services. Some of this information may be collected using cookies and similar tracking technology, as explained further under the heading “Cookies or Similar Technologies” below.
Cookies or Similar Technologies
If you have arrived at any Aegisys Website by clicking on a banner ad for one of Aegisys products or services, a session cookie may be used. This cookie contains an identification number for the advertisement that you clicked on, and it helps Aegisys determine which of its ads attracts the most visitors. If you choose to request further information from us about Aegisys products and services, the personal information that you provide in that request will be linked to the information in the session cookie.
In order to better understand how our sites are used, Aegisys Websites may also use persistent cookies along with other information collected in our servers’ files (e.g., IP Address, referring URLs, etc.). For more information about the nature of cookies and similar technologies that Aegisys Websites use, and for information about how to reject cookies from Aegisys websites please refer to our Cookie Management Page at https://www.aegisys.com/cookie-usage. Each browser is different, so you should check your browser’s “Help” menu to learn how to change your cookie preferences. If you reject or block cookies, Aegisys Websites may not function as intended.
Information That We Obtain From Third Party Sources
Commercially Available Information. Aegisys may also collect information from commercially available sources but only where we are legally permitted to collect the information. Such information may include names, addresses, email addresses, and demographic data. The information Aegisys collects from these commercial sources may be combined and cross-referenced with information collected through the Services. We use this information for communications purposes to provide direct marketing materials for our business customers or prospects.
From time to time, we may also ask our partners or clients to voluntarily provide us with the email addresses of contacts of other organisations, so they too can benefit from the various products and services offered by Aegisys and Aegisys trusted affiliates. Where we do, we will ask that they have the permission to pass on these details to us.
How We Use Information Collected through Our Services and Continuum Websites
To Serve Our Clients. We use the information we collect, including Personal Information, to provide our Services to the clients on whose behalf we are acting. For example, in order to provide technical support, we may contact a user (such as employees or staff members) of Aegisys clients using any contact information provided to us.
To Serve You. We use the information we collect, including Personal Information, to respond to any request or query directed to us (for example through web forms or email), to provide you/your organisation with our products and Services and to manage our relationship with you. For example, we may respond to a job application, address any enquiries or complaints you may have, endeavour to improve the Services we provide, or provide you with information about other products and services we offer that we think you may be interested in.
For Direct Marketing. If we have the right to do so, we will use your Personal Information for the purposes of direct marketing communications to your organisation, such as by adding your contact and other details to a marketing database. Where we do, we will provide you with an opportunity to opt out in accordance with section III.
For Internal and Service-Related Purposes.We may use any information we collect through the Services and/or any Aegisys Websites for internal and service-related purposes, including providing it to third parties as necessary to allow us to facilitate provision of the Services, maintain or improve Aegisys Website security, and/or invoicing for example.
Anonymized and Aggregate Data. From time to time, we will anonymize and aggregate data collected through our Services for analytics purposes, product improvement purposes and other commercial purposes.
How We May Disclose Information Collected through Our Services and Aegisys Websites
We may share any information we collect, including Personal Information with the following categories of recipients and/or in the following circumstances:
With Our Group Companies, Third-Party Vendors and Service Providers. As appropriate, we may share any information, including Personal Information, with any of our group companies, vendors and/or service providers in connection with the provision or marketing of the Services, Aegisys Websites. These third parties have access to Personal Information to the extent necessary to permit them to do their jobs, however, they are bound by confidentiality agreements before any information is provided to them, and they are restricted from using the information for other purposes.
As Required by Law and Similar Disclosures. We may access, preserve, and disclose information, including Personal Information, if we believe it is necessary: to comply with national security or law enforcement requests and legal process, such as a court order or subpoena; to respond to your requests; to prevent or address fraud, security, or technical issues; or to protect our property or other legal rights or the rights or property of others, or to protect the vital interests of others.
Merger, Sale, or Other Asset Transfers. If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another provider, information collected through the Services or Aegisys Websites (or both) may be sold or transferred as part of such a transaction, as permitted by law and/or contract.
Other than as stated in this Privacy Notice, we will not release Personal Information to unaffiliated third parties, and we will not cross-reference Personal Information collected through one client’s use of our Services with that of any other client or entity.
III. Access, Integrity, Retention, and Choices
Personal Information of clients’ clients
Please note that if you are an end-user of one of our clients’ clients whose Personal Information we may backup or otherwise process in providing Services to our clients, you must submit any requests for access to, correction, amendment, or deletion of your Personal Information, to our applicable client’s client.
Access & Correction
If you wish to request access to, correction, or deletion of Personal Information you have submitted through the Aegisys Websites, you can log into your account or contact Aegisys at email@example.com.
Data Integrity and Purpose Limitation
Aegisys will use Personal Information only for the purpose of or in ways compatible with the purposes for which it was collected.
We keep information we need to provide our Services only so long as we have a valid business purpose, in accordance with applicable law and our client agreements. For example, to provide you with Services you have requested or to comply with applicable legal, tax or accounting requirements.
When we have no ongoing legitimate business need to process your Personal Information, we will delete it. If immediate deletion is not possible (for example, because your Personal Information has been stored in backup archives), then we will securely store your Personal Information and isolate it from any further processing until deletion is possible or unless as otherwise required by law.
We include an “unsubscribe” hyperlink in Aegisys marketing emails for those users who wish to stop receiving email communication from Aegisys. The hyperlink will connect to one of our websites, which will confirm the email address that has been automatically unsubscribed and will no longer receive emails from Aegisys.
We take steps to ensure that information is treated securely and in accordance with this Privacy Notice which include appropriate technical and organisational measures. These measures are designed to provide a level of security appropriate to the risk of processing of your Personal Information. However, neither the Internet nor any form of electronic storage can be guaranteed to be 100% secure, and we cannot ensure or warrant the security of any information provided to us.
V. Your Rights
We acknowledge individuals’ rights in relation to their personal data under application data protection laws.
In addition, you may have the following data protection rights which you may exercise at any time by using the contact details provided under the “Complaints and How to Contact Us” section below:
- You may access, correct, update or request deletion of your Personal Information.
- You can object to processing of your Personal Information, ask us to restrict processing of your Personal Information or request portability of your Personal Information.
- You have the right to opt-out of marketing communications we send you at any time. In addition to using our contact details below, for email marketing communications you can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the marketing e-mails we send you.
- Similarly, if we have collected and process your Personal Information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your Personal Information conducted in reliance on lawful processing grounds other than consent.
We will respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
VI. Children’s Privacy
We do not knowingly collect, store, or use information from children, including those under the age of 13. If you are under the age of 13, you may not submit any information through the Aegisys Websites or Services. If you have reason to believe that a child under the age of 13 has provided information to us through the Aegisys Websites or Services, please contact us and we will endeavour to delete that information from our databases.
VII. Do Not Track
The Aegisys Websites currently do not respond to “Do Not Track” (DNT) signals and operate as described in this Privacy Notice whether or not a DNT signal is received.
VIII. Changes to This Privacy Notice
We may update this Privacy Notice to reflect changes to our information practices from time to time. If we decide to change this Privacy Notice, we will post the changes on this page so visitors to the Aegisys Website and our clients and the users of their IT systems are aware of our practices, and we will change the “Last Updated” date above. If we make a material change to our information practices, such as to how we use Personal Information, we will make reasonable efforts to provide notice on our website and/or through our clients and obtain consent to any such uses as may be required by law.
VIIII. Complaints and How to Contact Us
If you have any questions, comments, or concerns about this Privacy Notice or our information practices, please email us at firstname.lastname@example.org
If you don’t receive adequate resolution of a privacy-related problem, you may write to our Chief Information Security Officer at:
Chief Information Security Officer
Aegisys Cloud Solutions
598 Falconbridge Road
Sudbury, ON, P3A 5K6